The Ed Psych Practice
Assessment Services, Research and Evaluation
Client Information and Agreement of Terms and Conditions
In accordance with our Data Protection Policy, recipients of The Ed Psych Practice services should be aware of the following points:
The information that we hold will be treated in the strictest confidence and in accordance with The Ed Psych Practice’s Terms and Conditions. In exceptional circumstances a Court of Law may require us to disclose information to them, in which case we cannot refuse to cooperate without risking serious punishment. Information will not be shared with schools and other professionals without permission from the client. Peer reviews are mandatory for all consultants at The Ed Psych Practice in line with Continued Professional Development requirements. Thus client case information may be discussed according to current professional practice guidelines ensuring anonymity and confidentiality.
2. Report and Record Storage
We will undertake to hold a copy of any assessment report and therapy notes on file for a minimum period of seven years, after which time it may be destroyed. Recipients of reports may, therefore, find it helpful to keep a copy of the assessment report, or any reports on teaching progress, in a secure place.
3. Future Contacts
From time to time we may wish to ask for the views of those who have used our services. We value feedback
from our clients as it helps us to improve the services that we offer. We would appreciate your cooperation
if you are contacted. Occasionally we undertake research projects and you may be invited to take part
in these. If clients do not wish to be contacted for research purposes or services, tick the box below.
4. Access to Personal Information
Clients are entitled to see all the information that we hold on them/their child. This would normally be made available as part of the assessment, teaching and evaluation services. However, if more details or additional copies of the information held are required, we will need to raise a charge to cover administration, copying, etc.
The Ed Psych Practice
Terms and Conditions
The Ed Psych Practice hopes that its services will be experienced positively, providing, wherever possible, answers to questions and suggestions on how to move forward. The assessment, screening and consultation exercises are key elements of understanding an individual's strengths and difficulties in order to plan appropriate action. The focus of the overall process is always the individual and it is this person's interests that will be put first. In order to obtain a balanced picture it is helpful to have background information from home, school, and other professionals. However, no contact will be made with others without prior permission from clients and, as explained in our data protection statement, no information will be released without prior permission.
The following Terms and Conditions are designed to describe fully the operation of The Ed Psych Practice's services to minimise the potential for misunderstanding.
The Ed Psych Practice will:
- arrange a suitable assessment, screening or consultation for the client1 with a consultant at The Ed Psych Practice.
- arrange an assessment, screening or consultation for the client that is relevant to the reason for referral and within the area of The Ed Psych Practice's expertise.
- where appropriate, request completion of suitable questionnaires covering background information and, if appropriate, request additional information from relevant professionals relating to the reason for referral.
- ensure that when a client is individually assessed, they will receive provisional, verbal feedback from the consultant immediately after the assessment session.
- provide reports within three weeks of the assessment. Individual assessments may highlight the client's cognitive strengths and weaknesses, offer advice on appropriate learning and coping strategies, and give information on sources of appropriate teaching and advice/support etc, where relevant. Where appropriate, reports will be circulated to both purchasers and clients. If a client needs the report before the three week deadline, this needs to be discussed with the consultant.
- arrange for assessments and screenings to be performed in a suitable assessment room (when taking place in The Ed Psych Practice's premises)
- provide waiting area facilities. However it should be noted that The Ed Psych Practice office staff cannot be held responsible for the supervision of children on The Ed Psych Practice premises whilst their parents are in discussion with the consultant. If your child requires supervision please bring an adult along with you for the assessment.
- attend to any queries about reports as quickly as possible.
- in all of its dealings, conform to UK laws concerning the processing and information and civil rights of the client being assessed2
- enable and support its consultants to apply their professional codes of conduct/ethics at all times when engaging with their clients.
- monitor and maintain acceptable standards of quality from its consultants.
- arrange for educational and psychological/language/occupational assessments, and ensure that these are performed only by appropriately qualified consultants.
3. The Ed Psych Practice reserves the right to terminate, or not to accept, a referral, or not circulate a report, if:
- the referral appears to be outside its area of expertise.
- there is an apparent conflict of interest between relevant parties.
- any relevant parties are in, or intend to be in, dispute.
- the Ed Psych Practice's status could be compromised if there are current legal or tribunal proceedings that may be affected by The Ed Psych Practice's involvement.
- it cannot provide the report in the time required.
- the fee has not been paid at the required time.
- a consultant decides to terminate their involvement for any just reason.
- the assessment is for tribunal or medico legal purposes.
- the client being assessed fails to comply with any of the conditions stated above and in this document where such failure could compromise the validity of the assessment.
In the case of termination or non-acceptance of a referral or non-circulation of a report, under sub-clauses a, b, c, d, e, f, g, and h, i above, and if a fee has already been received, the administrative and assessment fees shall be returned to the client/purchaser and only the dues for services provided up to termination will be kept by The Ed Psych Practice.
4. The commissioner/purchaser (if not the client being assessed) will:
- complete and return relevant questionnaires, or other pertinent information, when requested to do so.
- use reports for the sole purpose of attending to the needs of the client being assessed.
- pay fees when requested to do so by The Ed Psych Practice and agree to pay the full fee for appointments cancelled without notification of prior warning or good cause. The Ed Psych Practice prefers that payment be made via one paying agent only.
- respect the confidential status of reports and conform to the regulations of the Data Protection Act 1998.
- agree with the client being assessed, in advance of the assessment, the reason for referral to The Ed Psych Practice and obtain the client's agreement to proceed with the assessment.
- agree with the client being assessed, in advance of The Ed Psych Practice's involvement and the arrangements for distribution of reports. The report will not be circulated to other parties without the client's consent.
5. The client being assessed will:
- be punctual for the assessment. If a client is running late, the consultant needs to be informed. Waiting charges for the consultant will be part of the session cost.
- confirm with the consultant performing an assessment if any confidential information given verbally or through relevant questionnaires should not be divulged in the report.
- inform the consultant if he/she has received any assessment in the past that may have a bearing on the assessment to be performed
- inform The Ed Psych Practice prior to the assessment of any personal, health or other factors that may influence the assessment to be performed
- bring with them any hearing aids and prescription spectacles/coloured overlays if it is the client’s normal way of working.
- complete and return relevant questionnaires or other pertinent information when requested to do so
- not use or circulate the report for any other purpose than for what it is intended
- respect the confidential status of the report and conform to the regulations of the Data Protection Act 1998
- where applicable, agree with the commissioner/purchaser of the assessment, in advance of the assessment, the reason for referral to The Ed Psych Practice and give their written agreement to proceed with the assessment
- agree to all of the above terms and conditions
6. Description of Consultation Sessions at The Ed Psych Practice:
- Consultants: hourly rates with Consultants (Psychologists, Occupational Therapists, Speech Therapists, Psychotherapists) will include face to face contact with clients, email & telephone consultations after the first face to face meeting, any visits to the school/home, discussions with school staff and relevant professionals as appropriate. Depending on the length of the case, there will be a report writing charge (minimum 3 hours) if requested and if appropriate.
- A 48 hour notice is required if an hourly rate client wishes to cancel or reschedule an agreed appointment. This needs to be done either by leaving a voice message on the consultant’s mobile or office mobile (during office hours 9:30 – 5:00 pm) or via email. If Monday appointments need to be cancelled or rescheduled, the consultant needs to know by 4:00 pm on Thursday the previous week. If no such notification is received and a client fails to turn up for the session, the client will be charged for the duration of the booked session. There will be exceptional unforeseen circumstances where it is not possible to give advance notice and this will be dealt with on a case by case basis by The Ed Psych Practice.
- Some assessments may be subject to a travel charge. This is for school and home consultations.. Travel rates will be charged at half the hourly agreed consultant fee.
- Some assessments are subject to fixed assessment fees such as assessments carried out by Psychologists, Speech and Language Therapists, and Occupational Therapists. We do give you feedback after the assessment and also 1 free consultation via telephone for a maximum of 30 minutes. Any further consultations will require the client to make a telephone or face to face appointment with the consultant which will be charged at the practice hourly rate.
7. Payments and Cancellation for all clients:
- unless funded by a third party, clients will pay the fee when requested to do so by The Ed Psych Practice and agree to pay 50% of the full fee for appointments cancelled without notification or prior warning or good cause if not cancelled 48 hours before the appointment.
- at times certain assessments requested by a third party might involve further testing depending on results on the day of the assessment. When further testing is required, this will be discussed by the third party with the client. The Ed Psych Consultant will also explain why the additional tests are necessary. Further testing will only be carried out when the client is in agreement with the third party. The additional costs of the assessment will be charged at practice hourly rates or a fixed fee which will be met by the client on top of the agreed fees with the third party. A separate invoice will be sent for this which needs to be settled before the report can be sent to clients and the third party.
- unless funded by a third party, clients will pay the assessment fees as requested on the day of the assessment. Reports will not be released till full payment is received.
- an invoice will be sent on a monthly basis to all hourly rate clients along with a time sheet. All payments need to be cleared within 7 days of the invoice. If invoices are not cleared the consultant will not release reports or may have to terminate therapeutic/consultative support. In certain circumstances if we are working along with the school, we will have to inform them about our decision.
- a monthly invoice will be sent to schools who buy in services from The Ed Psych Practice. Sometimes an invoice will be sent after an agreed piece of work. Payments need to be made within 14 days of the invoice.
- payment can be made using debit or credit cards either in person or over the phone; there will be a 3% mandatory fee when paying by credit card towards bank handling fees.
- payment can be made by cash or cheques payable to ‘The Ed Psych Practice’. Internet, Telephone Banking or BACS payment to ‘The Ed Psych Practice’ is also available. All payment options and account details are in the invoice or available on request.
- if clients are unable to pay the fees of the assessment and services offered prior to the initial appointment, please contact Sandeep Dhingra on 078 3344 7356
- all payments need to be made within 7 days of receiving the invoice.
- if payments are not received within 7 days of us sending the invoice, then we will use the card details given to us when booking the appointment, to make the payment.
- if payments are not cleared within 7 days of the invoice, a reminder will be issued to you. If the payment is not cleared within the next 21 days, the client details will be shared with Credit Agency’s and further charges will be added which will be met by the client.
8. General Conditions
- This agreement is personal to you and may not be transferred by you to another other person without
our express written consent. Only you can enforce these T&Cs, although you can enforce them in
respect of a child who has made use of our services in accordance with these Terms and Conditions.
We reserve the right to employ sub-suppliers to fulfil our rights and obligations under these T&Cs.
- This Contract, and any dispute or claim arising out of or in connection with it or its subject matter or
formation (including non-contractual disputes or claims), shall be governed by, and construed in
accordance with, English law, and the parties irrevocably submit to the exclusive jurisdiction of the
courts of England and Wales.
The Ed Psych Practice
Evaluations of Need and Remote Assessment by Video Platform (Telepractice)
Client Agreement – Online Assessment for Children
Face-to-face assessments are not always possible for a number of reasons, which can include the need for physical distancing due to the Covid-19 pandemic and/or travel difficulties due to residence, work or study in remote geographical locations.
Be reassured that your child will meet, via remote online platform, a highly trained and experienced assessor who will explain everything carefully and answer any questions you and your child have.
By signing this form, you agree to the following statements and requirements:
- You (or the school, or other organisation where the assessment will take place) will provide the use of a large tablet, laptop or desktop computer with a strong WIFI signal. (Smaller tablets, iPad minis and phones are not acceptable for the testing element of these remote sessions, although it will be useful to have a smartphone to hand).
- The large tablet, laptop or desktop computer must have suitable microphone, camera and speaker/headphone facilities.
- The online diagnostic assessment will be completed by a specialist assessor/practitioner psychologist using the platform (e.g. Zoom, Skype or Google Meet); you or the organisation where the assessment takes place must ensure that the device and hardware are suitable and compatible with this platform prior to the remote session by downloading the software and trialling it ahead of the remote assessment. If either party has technical difficulties during the session, then they should immediately reconnect to the meeting via the same link sent on email to continue the session. The assessor's mobile phone number will be provided in case there are difficulties reconnecting.
- A facilitator (e.g. parent, carer, teacher) will need to be present, either in the same room or nearby and contactable at any point by either assessor or child for the entire assessment session. The level of facilitator involvement in the session will depend on the age and preference of all parties involved, including the child, but a separate, prior training and preparation session will be necessary to brief the facilitator for their role.
- The room provided for the online remote assessment session must be quiet and the facilitator will need to arrange for the session to not be interrupted.
- Unless instructed by the assessor, both the child and the facilitator must put away and turn off other smart devices such as a mobile phone or tablet during the assessment. At the end of the session, the facilitator or the child may be required to use a smartphone to take photos of written work, which will then be immediately emailed to your assessor. Once these are safely received, the facilitator or child will be asked to delete these photographs, on camera, in front of your assessor.
- All assessment content must remain confidential and must not be shared by the facilitator or child with anyone else. If assessment materials need to be posted to you prior to a remote assessment session, the facilitator or child must not open the envelopes until in the assessment session in view of the assessor. It will be the facilitator’s or parent’s express responsibility to post these materials back to the assessor as soon as possible following the assessment. If assessment session is cancelled and not re-booked for a later date, the facilitator or parent will still need to return any materials posted in advance of the session.
- The remote session should not be recorded nor any screenshots or photos of the testing materials or the assessor taken.
- The child being assessed will need to have a pad of lined paper and pens available during the assessment.
- If the child wears glasses for computer screens and reading, they will need to have them with them and be wearing them during the assessment. If it is the child’s normal way of working to use a coloured overlay or glasses for reading, they will need to have these with them during the assessment.
I agree to all of the requirements and statements above.
Details about Next of Kin: